• Account Hierarchy Management User Guides

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    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

     

    Checkr Account Hierarchy Management allows you to structure your Checkr account to match your organization model. Checkr provides the tooling to define any number of `nodes`, in any parent-child configuration. These `nodes` are posted to your Checkr account using the Checkr API through the `hierarchy` endpoint, which allows you to update your account’s structure at any point in the development of your organization.  

    After you define your hierarchy, use it to structure Checkr’s features.

    • You can assign Positive Adjudication Matrices (PAMs) and packages at the node level so that you can manage their application throughout your organization.
    • Users’ roles and restrictions are also assigned to nodes so that you can control user roles by business unit.
    • Checkr reports and invoices list nodes and parent nodes so that you can better analyze the rate and type of background checks that each business unit orders.

    Release timeline

    This functionality is available to all customers and will be the new Checkr standard after all existing accounts have transitioned to this new working model. 

    Work locations will be required for all accounts when ordering background checks from the Checkr Dashboard or through the Checkr APIs.

    All other features of the Account Hierarchy Management model, (user restrictions, enhanced billing reporting, reusable packages and PAMs), are optional.

    Features

    Hierarchy

    A hierarchy is a series of nodes that model an account and represent your organization's hiring and background check needs. You can define your hierarchies using either the Checkr Dashboard (for flat hierarchies with fewer than 150 nodes) or the Checkr APIs (for more complex structures).

    Nodes

    Nodes are individual entities of the account hierarchy, as defined within Checkr. You can use the Checkr Dashboard to assign nodes to packages, PAMs, and users.

    Work location

    Work location is a city-state pair that defines where your candidate will be employed. State is required, and city is optional. To ensure more accurate compliance, Checkr recommends specifying both state and city.

    Work location is a required field for all Checkr accounts when ordering a background check using the Dashboard or through the API. Work location is used both as a pointer for criminal searches and as a means to determine compliance needs. 

    Use the Checkr Dashboard to add a work location when issuing an invitation to your candidates.

    When using the Checkr API to order background checks using the /invite or /report endpoints, a state is required and a city is optional. 

    Working with account hierarchies

    Use the Checkr Dashboard to define simple hierarchies, assign adjudication matrices and packages to nodes, and assign users to nodes.

    Define your hierarchy

    Use the Account settings > Account Hierarchy page to build simple hierarchies of multiple nodes. Use the Checkr APIs to build hierarchies of greater than 150 nodes, or with parent-child relationships between nodes.

    Assign nodes to packages

    With the Account Hierarchy feature, packages are account-level objects and can have any number of assigned nodes. Use this feature to standardize and streamline the packages that your organization uses.

    You can assign packages at any level of the hierarchy and endlessly reuse them in your account.

    Child nodes can be assigned packages and inherit packages assigned to their parent.

    You can manage packages only in the dashboard. Use the Packages page to assign nodes to packages.

    Assign nodes to adjudication matrices

    Adjudication matrices are account-level objects and can have any number of nodes assigned to them. You can use this function to standardize matrices across your organization.

    You can assign adjudication matrices at any level of the hierarchy and endlessly reuse them in your account. 

    When ordering background checks, Checkr will apply the first adjudication matrix it encounters when stepping up the account hierarchy from the originating node. A background check ordered from a child node will use the child’s associated adjudication matrix, if one is available, even if its parent node is associated with a different matrix.

    You can manage adjudication matrices only in the dashboard.

    Grant user permissions

    Users can be assigned to multiple nodes, which live on different branches or at different levels in your hierarchy. Assigning a user to a node grants them access to that node and to its children.  

    Checkr account admins can assign nodes to other users on the account. These users can then read reports only from the nodes they can access. 

    Users with notifications enabled receive notifications only from their assigned nodes.

    Account admins can access all nodes in an account.

    Admins can also assign nodes assigned to them to packages and PAMs.

    Order reports

    Search and filter reports based on the node associated with the order (cost center), the node’s parents in the account hierarchy.

    Add a work location when issuing an invitation to your candidates.

    Refer to the Candidates page in these User Guides for more information.

    Review invoices

    Checkr invoices include two columns specific to Account Hierarchy Management: Cost Center and Hierarchy. 

    • Cost center is the name of the node associated with the background check.
    • Hierarchy is a list of the cost center's parent, its parent’s parent, and all the way up the tree to a root node.

    These two columns also appear in the Invoice Details CSV. Use these columns’ data to filter your invoices by any node or level of the hierarchy.

  • Account Hierarchy > Packages

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    Use the Packages page to do the tasks below:

    Only users with the correct permissions can access the Packages page. If you need access to this page, work with your admin.

    You should design a package (or group of screenings) based on the specific duties of the position. For example, you might want to include a motor vehicle record (MVR) report for all new hires but employment verifications only for certain hires.

    Packages also define the number of aliases from the SSN Trace to use for subsequent screenings. Work with your legal team and Checkr Customer Success manager to determine how many candidate aliases you want to check for. For more information, learn about which screenings packages include.

    Send invitation links to candidates

    Each package shows the screenings it includes and provides a link you can send to candidates to initiate the background check process. You can include links in your website, job listings, or emails to individual candidates. When a candidate opens the link, they enter personal information, receive required disclosures, and authorize the background check itself.

    If your account has Account Hierarchy enabled, you must use the Order background check button. Invitation links are unavailable for Account Hierarchy.

    Note

    To test the links, paste them into a web browser. If a Page Not Found error appears, your account lacks authorization to invite candidates. Contact Checkr Customer Support to authorize your account.

    After your candidate enters their personally identifiable information (PII), Checkr does the tasks below:

    • Capture and store candidate information. 
    • Show the required disclosure and authorization forms.
    • Add state-specific documents.

    After the candidate consents to the background check, the Candidates page shows their background check.

    Important

    Before using invitation links and the Order background check button, review the specific copy on each page your candidates will read. By law, candidate consent is ultimately your responsibility. As a courtesy, Checkr provides templates for the most common background check compliance rules and regulations. Work with your legal team to ensure that disclosures and authorizations are compliant for your business needs in the locations where you operate. If you want to incorporate specific copy changes into your candidate workflow, contact Checkr Customer Support.

    For more information about issuing invitations to candidates, refer to a resource below:

    Add screenings to packages

    You can add screenings to an existing package from two locations:

    • Anywhere in the Checkr Dashboard using the Order background check button
    • From the Packages page in the Checkr Dashboard

    Order background check button

    Use the steps below to add screenings to a package:

    1. At the left of the Checkr Dashboard, select Order background check.
    2. Select the candidate's location (optional) and package (required).
    3. Click Select add-ons.
    4. Select the screening type to show specific screenings.
    5. Review pricing, and then select a specific screening with the Add button.
    6. Select Continue.
    7. Select the checkbox to confirm your permissible purpose for a background check.
    8. Enter up to 25 email addresses to receive the invitation.
    9. Select Send Invitations. The listed candidates will receive an email with the invitation link.

    Packages page

    Use the steps below to add screenings to a package:

    1. Open the Packages page of the Checkr Dashboard.
    2. Select the pencil icon on the package you want to edit.
    3. Select Add on the screening you want to add. If you want to save this package for later use, select the Save package for next time checkbox and name the package.
    4. Select Save.

    Delete packages

    If you no longer need a package, you can delete it using the steps below:

    1. Open the Packages page of the Checkr Dashboard.
    2. Select the Actions column of the package you want to delete.
    3. Select Delete, and then confirm that you want to delete the package.

    Assign nodes to packages

    If your account has Account Hierarchy enabled, you can assign nodes to packages. Use this feature to standardize and streamline the packages your organization uses.

    Child nodes inherit packages from their parents in addition to packages you add directly to them.

    To assign new nodes to or remove nodes from a selected package, use the steps below:

    1. Select a package, and then select Assign nodes.
    2. Use the Search Node List field to search for nodes in your hierarchy. You can search by name or by custom ID. To show only nodes currently assigned to the package, select the Show only selected nodes checkbox.
    3. Select the nodes you want to assign to or remove from the package. 
    4. Select Yes to confirm and save your changes.
  • Account Hierarchy > Candidates

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    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

     

    The Candidates page provides access to all candidate information included in your Checkr account, and allows you to manually invite new candidates or initiate new background checks. Use this page to:

    Search for candidates

    Use the Candidates page to search for and manage your candidates. The page lists all candidates at any stage in the background check process for your company’s Checkr account.

    To show all search parameters, click Advanced filters.

    Note

    Compliance Geo is calculated based on work location.

    The list of candidates appears below the search fields. To sort candidates by their background check date, click Date. Select a candidate in the list to read their report.

    To download a CSV file of generated reports for the selected date range, click Export to CSV. When the report completes, the email address on your account receives a link to download the file.

    Initiate background checks

    The Candidates page also allows you to create a manual order, or invite candidates by email using the Checkr-hosted apply flow:

    • The Checkr-hosted apply flow allows you to initiate background checks for multiple candidates simultaneously. You can send email invitations for candidates to enter their personally identifiable information (PII) and participate in the process.
    • With manual orders, you can initiate a single background check by manually entering the candidate's PII yourself.
    Note

    After the candidate accepts the invitation and completes the background check, you can open their report from this page.

    Checkr recommends the Checkr-hosted apply flow over manual orders. The Checkr-hosted apply flow helps you to comply with Federal Credit Reporting Act (FCRA) suggestions by offering Checkr best practices recommendations for both the PII requested from the candidate, and the forms and disclosures that they read.

    Important

    Before using invitation links and the Checkr-hosted candidate workflow, review the specific copy on each page your candidates will read. Checkr provides template copy for the most common background check compliance rules and regulations, but by law, candidate consent is ultimately your responsibility. Work with your legal department to ensure that you maintain compliance with laws specific to your company’s practice. If you have specific copy changes you’d like incorporated into your candidate workflow, contact Checkr Customer Support.

    For more information about issuing invitations to candidates, refer to Order a report in the Checkr Help Center.

    Invite single or multiple candidates

    Use the steps below to generate invitations to individual or multiple candidates for selected packages: 

    1. Click Order background check.
    2. Enter a node from which the invitation will be sent. This field accepts both node name and custom ID, and autocompletes when you start typing.
    3. Select a work location. All packages assigned to that node appear. For admin users, all packages appear.
    4. Select a package, and select optional screenings.
    5. Enter up to 25 email addresses to receive invitations.
    6. Click Send Invitations. The candidates receive emails with an invitation link.
      By default, Checkr resends the invitation every day for 7 calendar days until the candidate either authorizes the background check or unsubscribes from the invitation. To change the frequency of resending invitations, contact Checkr Customer Support.

    Manually order reports

    The Candidates page also allows you to manually enter candidate information to run a background check. With this option, candidates don't have to enter their information through Checkr’s Candidate Portal.

    Note

    Manual orders aren't enabled by default because they require you to certify that you obtained proper authorization from your candidate. To enable manual orders, contact Checkr Customer Support.

    Use the steps below to order a background check manually:

    1. From the Candidates page, click Manual Order.
    2. In the window that opens, enter a node, select a work location and a package. All packages assigned to that node appear. For admin users, all packages appear.
    3. Enter the candidate's information, and click Continue.
    4. Select whether to send the completed report to the candidate.
    5. Select the checkbox to confirm that you collected the candidate's authorization to run the background check.
    6. Click Submit.

    Authorization Certification Required: By law, it is your responsibility to collect a candidate’s consent to run a background check. Checkr requires clients manually submitting candidate information to certify that they have complied with applicable consumer reporting laws and regulations governing the timing of requesting a background check. You must select the checkbox below the certification to create a manual order. For more information about collecting proper consent, refer to Disclosure and authorization: gaining consent to run background checks in the Checkr Help Center.

    Review reports

    Use the Candidates page to open a specific report. For the selected candidate, click Go to report.

    Reports are available as soon as they're created. You can review the candidate-submitted personally identifiable information (PII), exceptions, and selected background check information including package and date created.
    If a candidate has no reports, the status says "no report." If a candidate has multiple reports, you can open all of them.

    For more information, refer to Reports.

  • Account Hierarchy > Reports

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    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

     

    Reports are central to the Checkr user experience. Use this page to:

    Review reports

    Checkr generates legally compliant background reports that include records returned for your selected screenings. Reports follow a simple, linear, color-coded format to enable your adjudication team to quickly and easily review the information they include. 

    Use the Candidates page to search for and read candidate reports. Click anywhere in a candidate row to open the report and review the personally identifiable information (PII) entered, exceptions presented to the candidate, and the report status and findings.

    To open a report, click Go to report for the selected candidate.

    Reports have the sections below:

    • Candidate information: Find basic information about the candidate.
    • Report information: Find information about the report that was run, including the initial and subsequent ETAs as well as an option to add a tag to the report or download a PDF copy. If the candidate used the Checkr-hosted flow, you can also download a PDF copy of the authorization and disclosure forms.
    • Actions: Find completed actions in this candidate’s adverse action process, if any, and take one of the three available next steps with the candidate:
      • Engage the candidate.
      • Start the pre-adverse action process.
      • Cancel the adverse action process if the post-adverse action email hasn't been sent yet.
    • Exceptions: Find items that might make it difficult to match records to a particular candidate’s personally identifiable information.
    • Screenings and statuses: Find all screenings processed for a given report with color-coded formatting indicating individual screening results. Click the status icon to open a window with supporting detail for a screening’s result.

    Status

    Reports list the status of each package individually and include a summary status, both at the top of the page and in the report summary.

    • Pending: The report is processing and will likely complete in 2-3 days. Manual county criminal records checks can take significantly longer to complete. For more information, refer to "Why is the background check taking longer than expected?"
    • Clear: The report is complete and either has no adverse information from a screening or includes information that your motor vehicle record (MVR) rules or Positive Adjudication Matrix settings filtered out.
    • Consider: The complete report has information for you to consider. This information might include the examples below for your adjudicators to review:
    • Dispute: The candidate contacted Checkr to dispute information in the complete report. Adjudication can't continue while a report has the Dispute status. If you started an adverse adjudication before the dispute, you must restart it if the candidate still doesn't qualify after the reinvestigation. You receive an email when a reinvestigation concludes, which can take up to 30 days.
    • Suspended: The report stopped processing because of missing information or incomplete searches, and 7 days have passed since Checkr requested additional information and received no response from the candidate. After the candidate submits the information, the report continues processing and shows the Pending status. For more information about why reports suspend, refer to Exceptions: Missing information from candidates.
      Note

      Some incomplete reports show a Consider status if they contain information that merits the Consider status. For example, if the MVR has the Suspended status but the county check has Consider, the overall report status is Consider.

    • Canceled: After some time, the report automatically changes to Complete status and screenings cancel. If you want the report to complete in its current state, you can use the Complete Now feature.

    The Invitation information section shows candidates who haven't yet responded to the invitation. It lists the time the invitation was sent, the time it expires, and a button that cancels the invitation. 

    Exceptions

    Exceptions occur when candidate-submitted information can't be verified. This information might include the candidate's name, birth date, Social Security number, driver license number, or other information they submitted. 

    When an exception occurs, Checkr automatically sends the candidate an email notification that includes a link for securely submitting documents. To resolve exceptions, Checkr asks candidates to submit the required documents within 7 days. If the candidate submits the required documents within 30 days of receiving the request, the suspended report can update and process. After some time, the report automatically changes to Complete status and screenings cancel. If you want the report to complete in its current state, you can use the Complete Now feature.

    Checkr reviews submitted documents within 24 hours. After all exceptions are resolved, the report continues processing. The Exceptions section shows this status update with a green checkmark and the exception alert dim. If a document is rejected, this section shows the reason.

    For more information, refer to Exceptions: Addressing data discrepancies in reports in the Checkr Help Center.

    If a candidate doesn't receive the Checkr automated email to correct the exception, you can help in one of the ways below:

    • You can upload documents on the candidate's behalf.
    • You can retrieve the link from the candidate's report and send it to them.
    • You can refer the candidate to the Candidate Portal to submit their information.

    Engage a candidate

    After you review the report and decide to continue with the hiring process, click Engage in the report's Actions section. The Engage feature allows you to capture important metrics, such as the ones below:

    • How many reports resulted in a hire
    • How many reports resulted in an adverse action process and are pending review
    • Historic adjudication decisions

    The Engage feature is used for reporting purposes only. The candidate doesn't receive a notification, and the report doesn't change.

    Adverse action

    When a report contains information that might conflict with your company’s hiring practices, click Pre-adverse action in the Actions section to begin the adverse action process. The process follows Checkr’s best practices, as your account settings customize them.

    Note

    Before you can begin the adverse action process, your account must have both the adverse action and support email addresses or phone numbers. For more information, refer to Define email addresses for notifications.

    Begin adverse action

    To begin the pre-adverse action process, use the steps below:

    1. In the report's Actions section, click Pre-adverse action.
    2. Select the charges that prevent you from moving forward with the candidate. Select all that apply. You must select at least one.
    3. Confirm the number of days after which the post-adverse action notification will be sent. To review the pre-adverse action email that the candidate will receive, click Preview email.
    4. Click Send pre-adverse action notice. 
    5. In the confirmation window, click OK to send the notice, and then click Done to confirm.

    The default Checkr adverse action process includes the steps below:

    1. Checkr sends the pre-adverse action email to the candidate.
    2. The waiting period begins and lasts 7 days by default.
    3. If the waiting period ends with no response from the candidate, Checkr sends the post-adverse action notification to the candidate.
    Note

    When Checkr detects that a candidate lives (current postal code) or works (assigned work location) in Los Angeles City or New York City, we automatically provide customers with our individualized assessment adverse action flow. We do this to help you meet your adverse action responsibilities in those cities where "showing your work" is required. The tool allows you to: (1) show your work in a free form text field (alters the copy of the pre/post notices); (2) upload the city-issued assessment forms for LAC/NYC (we link to them); or (3) skip the individualized flow altogether. We currently allow the skip functionality because this "show your work" requirement has some exceptions written into the law (for example: the number of employees).

    For more information, refer to Individualized assessment: How to make hiring decisions when reviewing adverse information in the Checkr Help Center.

    Cancel adverse action

    The adverse action process cancels in one of two ways:

    • The candidate can respond with a dispute, which changes the report status to Disputed and cancels the adverse action process.
    • If the candidate provides compelling information to you, the employer, you can stop the adverse action process by clicking Cancel adverse action.

    If a candidate provides compelling evidence that makes you reevaluate the information from the report, click Cancel adverse action to end the process. The Cancel button appear in the Actions section where the Engage and Pre-adverse action buttons were before you began the adverse action process.

    Canceling the adverse action process cancels the post-adverse action email and allows you to engage the candidate.

    For more information, refer to The adverse action process: deciding not to move forward with a candidate in the Checkr Help Center.

    Order a second report

    You can order a new report for an existing candidate. At the top right of the report, click Order new report. You can then select a package for the new report and request a new report for this candidate. 

    New reports use only the candidate information entered for the original report and can't include packages that require additional information. For example, if the first report didn't require the candidate’s driver license information, you can't select an MVR package for the new report.

    Note

    To protect against accidental report duplication and related charges, Checkr limits you to three reports for a single candidate in a 24-hour period. For more information, refer to Can I request multiple reports for a candidate? in the Checkr Help Center.

    To run the same report for a candidate at set intervals, use Checkr subscriptions.

    Add a subscription

    Subscriptions allow you to run recurring reports on a candidate.

    To use subscriptions, you must first obtain evergreen consent from the candidate. This one-time consent informs the candidate that you'll run ongoing background checks. Many companies include this information in their initial authorization form, but others use a new disclosure each time. Check with your counsel for state-by-state guidance.

    1. Select the checkbox to certify that you have received evergreen consent from the candidate and then click Add subscription.
    2. Use the menu to select a package.
    3. Enter the monthly interval when the subscription will run. To run a package annually, enter 12.
    4. Enter a date for the subscription's first occurrence. The Next occurrence field automatically populates based on the monthly interval you specified.
    5. Check your work, and click Save. To add more subscriptions, click Add more subscriptions and complete the information for each new row.

    Subscriptions run as batch jobs every 24 hours. Your subscriptions are guaranteed to be run within 24 hours of your selected run date.

    After you enable subscriptions, you can track candidates with active subscriptions from the candidate's page in the dashboard. From the Search section, click to show the advanced filters and select Monitor Type: Subscription.

    Note

    From the dashboard, you must manage subscriptions individually. You can't mass subscribe or unsubscribe candidates from a subscription using the dashboard, but you can using the Checkr API.

    Enroll a worker in continuous checks

    Continuous checks complete a monthly criminal or MVR check for pointers to new records that might result in a report. Unlike a subscription, which generates a full report at a defined cadence, continuous checks generate a full report only if new reportable information is found.

    Checkr offers two types of continuous checks:

    After you engage a candidate and obtain evergreen consent from them, use the Checkr Dashboard to enroll them in continuous checks.

    Note

    If you're new to continuous checks, work with your Checkr Customer Success Manager to enroll multiple candidates simultaneously.

    Enroll a candidate using the steps below:

    1. From the Candidates page, select the candidate to enroll. Note that the candidate must have completed a criminal or MVR screening before you can enroll them in continuous checks.
    2. From the candidate's page, enable Continuous crim or Continuous MVR, as appropriate.
    3. Select the checkbox to certify that you obtained evergreen consent, and click Enable.
    Note

    It is your legal obligation to manage your list of candidates enrolled in continuous checks. You must obtain the required consent before enrolling them. You must also remove them from the service when they begin an adverse action process or are removed from your platform.

    Work with your legal counsel to ensure that your continuous check process remains compliant with all applicable laws and regulations.

    Unenroll a worker from continuous checks

    When a candidate is no longer part of your workforce, it is your responsibility to manually unenroll them from continuous checks. However, if you begin an adverse action process for the candidate using the Checkr Dashboard, they unenroll automatically.

    Work with your legal counsel to establish a working protocol for managing your unenrollment process.

    Manage reports

    Checkr allows you to add tags to a report, download a shareable PDF, and review the actions taken during report generation.

    Add tags

    Adding tags allows you to easily search for reports in the Checkr Dashboard. After you add tags to a report, a Tag filter appears on the Candidates page.

    Download PDF

    The report Information section also allows you to download a PDF of the report at any stage in the process. Use this feature to send your candidates a copy of their report or share a report with others in your company. The Download PDF button also provides an option to download consent forms to provide your candidate.

    Review history

    The Reports page provides a history of actions taken during report generation, from initiation through engaging the candidate or using the adverse action process.

    Click Show report log at the top of the report to open a list of these actions and the time and date that they occurred. 

    Delete candidate data

    When a candidate asks you to, you can use both the Checkr Dashboard and the Checkr API to request that Checkr delete candidate data. 

    When requested, Checkr removes the candidate’s email address and phone number from candidate records. 

    After deletion, the candidate can no longer access the Candidate Portal, and their data will be deleted from your account.

    Use the Checkr Dashboard to delete candidate data

    To delete candidate data from the Checkr database, use the steps below:

    1. Open the candidate's report.
    2. In the candidate information, click Delete candidate data. Confirm that you received and verified the candidate’s request to delete their data.
    3. To confirm the request, click Delete candidate data.
  • Account Hierarchy > Continuous checks

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    The Continuous checks page has three tabs:

    The Ineligible persons and Driver record reports (DL 414) tabs appear only for accounts with Continuous MVR (motor vehicle record) enabled.

    Bulk action

    Use the Bulk action tab to perform bulk actions, check their status, and download processing errors.

    Start a bulk action

    To start a bulk action, do the steps below:

    1. From the Bulk action tab, click Start bulk action.
    2. Select a continuous product and an action to perform.
    3. Confirm that your CSV file meets the requirements below:
      • Case-sensitive column names in the first row
      • A column called “candidate_id”
      • Only one candidate ID per row
      • Fewer than 500,000 rows
      • No personally identifiable information (PII)
    4. If your account has Account Hierarchy enabled, confirm that the CSV file also meets the requirements below:
      • A column called, “state code,” for 2-character United States abbreviations (example: TX)
      • A column called, “custom_node_id” (also known as a custom ID)
    5. Click the Submit button to upload your CSV file. If the file doesn't meet the formatting or size requirements, an alert appears.

    If you’re enrolling or updating individuals, select the checkbox that certifies the tasks below:

    • You provided required disclosures to all individuals.
    • You received proper consent from all individuals.

    After the bulk action finishes processing, you receive a confirmation email.

    Enrollment history

    The Enrollment history section lists the status of each bulk action.

    • Processing: The bulk action is processing.
    • Complete: The bulk action finished processing with no errors.
    • Review: The bulk action finished processing with errors.

    When a bulk action has errors, you can download an errors CSV file from the Errors column. The errors CSV file contains the information below:

    • Candidate ID (Checkr-assigned unique ID for the candidate)
    • Error reason

    You can download the original bulk action CSV file from the File column.

    Ineligible persons

    The Ineligible persons tab lists drivers who couldn't enroll in Continuous MVR each month.

    When you enroll a driver in Continuous MVR, the driver's license information comes from a previously completed MVR report (Continuous MVR prerequisites). States can reject enrollments for invalid or outdated personally identifying information. Continuous MVR errors can happen immediately after enrollment or up to 30 days after enrollment.

    On the first day of each month, a CSV file lists drivers rejected the previous month. A New tag appears next to CSV files that no one has downloaded yet.

    When available, the ineligible persons CSV file includes the information below:

    • Candidate ID (Checkr-assigned unique ID for the candidate)
    • Candidate name
    • Custom candidate ID (optional customer-assigned unique ID for the candidate)
    • Subscription ID
    • Time candidate was subscribed
    • Time candidate was unsubscribed
    • Error reason

    California drivers only: Driver record reports (DL 414)

    Checkr interacts with the California Employer Pull Notice (EPN) program so that you can monitor the driver’s records of people who drive for you.

    A driver’s record, also called driver license (DL) printout (DL 414), has the information below:

    • Abstracts of convictions
    • Accidents
    • Driver license application information

    You can search for DL 414 documents by candidate ID and DL 414 creation date.

    To download a PDF of a candidate's DL 414 documents, click the Download link in the DL 414 Form column.

    For compliance purposes, Checkr provides an audit log of each time someone downloads a DL 414 document. To download an audit report log, click Download audit report.

  • Account Hierarchy > Adverse actions

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    Use the Adverse Actions page to search for candidates involved in the adverse action process. Candidates can be at any stage in the process:

    • Received a pre-adverse action notice
    • Filed a dispute
    • Received a post-adverse action notice

    Search for candidates

    To search for candidates, take an action below on the Candidates page:

    • Enter a keyword.
    • Select a status.
    • Enter a timeframe during which the adverse action was in process.

    You can apply a combination of filters to your search.

    For accounts with Account Hierarchy enabled, compliance geos determine the default waiting period between pre-adverse action and post-adverse action notices.

    Note

    All reports in the dashboard include the dates the candidate received the pre-adverse action notice or will receive the post-adverse action notice.

    To manage the adverse action process, open the candidate's report.

    Status filters

    Status filters include the ones below:

    • Pending: The candidate received the pre-adverse action notice for a motor vehicle records (MVR) screening. The post-adverse action notice awaits your approval. After the required waiting period passes, you can send the pending post-adverse action notice.
      • This status applies only for MVR screenings. All other screenings show candidates awaiting post-adverse action notices with the Scheduled status, not Pending.
    • Scheduled: The candidate received the pre-adverse action notice, and you scheduled delivery of the post-adverse action after the required waiting period. The candidate automatically receives the post-adverse action notice on the scheduled date unless a situation below applies:
      • The candidate disputes information in the report.
      • You or Checkr cancels the adverse action process.
    • Complete: The candidate received the post-adverse action notice, completing the process.
    • Dispute: The candidate filed a dispute, and Checkr has started a reinvestigation. Disputes that happen during the adverse action process have two effects:
      • The scheduled notice automatically cancels.
      • The dispute prevents you from taking action during the 30-day reinvestigation timeframe.
    • Canceled: Either you or Checkr canceled the adverse action process.
    • Undeliverable: The pre-adverse action email was undeliverable. Reports with this status require your manual intervention.
    • All: List all candidates involved in the adverse action process, even those who completed the process.
  • Account Hierarchy > Logs

    Read More

    The Logs page provides a log of all your API and webhook calls. Click an individual call or log to find its details and troubleshoot your integration.

    You can use logs during your development cycle to review all API and webhook calls for both successful and unsuccessful requests over time. Logs can help you identify which calls dropped and why.

    API logs

    To search for a specific API call, enter a resource ID for the call. This ID could be the unique `id` for the candidate or the report used in the call. In the search results, click the call to show details. You can also filter the API calls by status and timeframe.

    API logs have the sections below:

    • Summary (timestamp, IP address, API URL called, method used, status of the call, content type, and user agent)
    • Request query parameters
    • Raw request body
    • Parsed request body
    • Response body

    Webhook logs

    This page shows all webhook logs originating from your account's API key or OAuth application.

    To search for a specific webhook event, enter a report ID for the event. In the search results, click the event to show details. You can also filter the webhooks by HTTP response status, timeframe, and retries.

    Webhook logs have the sections below:

    • Summary (timestamp, webhook URL, status, event, and retry number, if applicable)
    • Raw request body
    • Response body
  • Account Hierarchy > Analytics

    Read More
    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

    Use Checkr Dashboard’s built-in analytics to review and evaluate your background check process. The Analytics page helps you review volume, turnaround times, and impact for the most common screening types.

    Note

    Continuous, Assess, and MVR adjudication are available only for United States screenings.

    Analytics tools

    On the Analytics page, your background check data appears in the tabs below:

    • Overview
    • SSN Trace and Criminal Screenings
    • Motor Vehicle Records (MVR)
    • Health Checks and Verifications
    • Continuous
    • Adjudication

    Charts on the Analytics page help you visualize your background check information, including volume, turnaround time, top candidate charges, adjudication breakdown, and exception types. Use this information to better understand your recruiting and adjudication process and your candidate profiles. You can also use this information to refine your positive adjudication matrix (PAM) and increase your team's efficiency. Charts in your Analytics dashboard vary by how many candidates you screen and the Checkr packages or account features you have.

    Use the gear icon to download the page as a single PDF or to download the data as CSV files.

    Important

    For chart accuracy, ensure that your team consistently clicks the Engage button when finalizing a candidate's status.

    Filters

    Each tab provides filters you can use to customize your charts. Filters affect only the current tab and don't save between sessions.

    Available filters vary by chart, and can include the ones below:

    • Date range: The date range to show data from
    • Package: The package to show data from
    • Candidate work location: The candidate’s work location
    • Node name: The name of the node to show data from
      Node name is available only to accounts with Account Hierarchy enabled.
    • Node ID: The node to show data from
      Node ID is available only to accounts with Account Hierarchy enabled.
    • Country: The location (geo) where the candidate is applying to work

    Use the steps below to customize with filters:

    1. Select Filters.
    2. In the window that opens, define your filters with options such as "is equal to," "is blank," "contains," or "doesn’t end with." You can use multiple filters at once.
    3. Select Run.

    Download chart data

    Download chart data using the steps below:

    1. At the top right of the section, click the icon with the three vertical dots and then click Download Data.
    2. In the window that opens, select the download options:
      • File format: Select the file format for your download. Options include TXT (tab-separated values), Excel Spreadsheet, CSV, JSON, HTML, Markdown, and PNG.
      • Results
        • With visualization options applied: Download the value or chart as it appears in the Analytics page.
        • As displayed in the data table: Download the raw spreadsheet data generating the visualization.
      • Values
        • Formatted: Round large numbers, and include special characters such as %.
        • Unformatted: Apply no special formatting to the raw data.
      • Limit
        • Results in table: Download only the results from the selected table, limited to 500 rows.
        • All results: Download all results.
        • Custom: Set the number of rows to download.

    Overview

    The Overview tab shows your account's reports during the selected date range, their completion and adjudication rate and turnaround times, and outcomes.

    These charts help you understand the volume and turnaround time for your background check process. An increase in turnaround time or unusual changes in report volume might indicate issues with your background check process.

    If you notice unusual spikes or trends in these reports, consider the factors that might cause them. Are there variations by hiring department? By candidate group? Or by location?

    Overview volume

    The Overview Volume section provides the charts below: 

    • Invitations completed: List the number of invitations created through the Checkr-hosted apply flow that candidates completed, and the number of invitations completed as a percentage of the number created. If you don't use the Order background check button, this value is empty.
    • Reports completed: List the total number of reports completed during the selected date range, and the number of reports completed as a percentage of the number created.
    • Reports adjudicated: List the number of reports completed and adjudicated during the selected date range, and the number of reports adjudicated as a percentage of the number completed.
    • Report status & Report status by day: Chart the number of reports created during the selected date range and their current status (Complete, Dispute, Pending, or Suspended). Results appear by day for the selected date range.
    • Report outcome & Report outcome by day: Chart the number of reports created during the selected date range and their current outcome (Clear, Consider, or other). Outcomes appear by day for the selected date range.

    Turnaround time

    The Overview Turnaround Time section provides the charts below: 

    • TAT summary: List the average turnaround time in days for invitations, reports, and adjudication.
      • TAT metrics: The metric reported for the row, minimum, median, average, 90th percentile, or maximum
      • Invitation: The time between an invitation’s creation and the candidate completing it
      • Report: The time between a report’s creation and its completion
      • Adjudication: The time between a report’s completion and its first adjudication decision
    • TAT drilldown: List the turnaround time for all reports created during the selected date range, shown by turnaround time (in hours) for the report’s invitation completion, the report’s completion, and its adjudication. Reports without invitations, or without adjudication, are blank for those columns.
    • Report TAT distribution: Show the distribution of turnaround times (in days) for reports created within the selected date range.
    • Report TAT by package: Show the distribution of turnaround times (in days) by package for reports created within the selected date range.
    • Pending and suspended reports due to unresolved candidate exceptions: List the exception types for long pending and suspended reports, and the number of reports that are pending or suspended because of these exceptions. For more information, read about exceptions in the Checkr Help Center.
    Note

    This report won't include data from the most recent 24 hours. 

    • Exception type: The unresolved candidate exception responsible for the screening’s status of Pending or Suspended
    • Pending reports created: The number of reports created during the selected date range that currently have the Pending status
    • Suspended reports created: The number of reports created during the selected date range that currently have the Suspended status
    • Average days since report creation: The average number of days since the report was created

    SSN trace and criminal screenings

    The SSN Trace and Criminal Screenings tab shows SSN trace and criminal screenings in reports from your account during the selected date range, their completion and turnaround times, and the screenings’ outcomes. This tab also includes a map of all counties within the United States, color-coded for those counties' County Criminal search turnaround times.

    SSN trace and criminal screenings volume

    The SSN Trace and Criminal Screenings Volume section includes the charts below:

    • Screenings created: Show the number of SSN trace and criminal screenings ordered during the selected date range.
    • Screenings pending: Show the number of SSN trace and criminal screenings that currently have the Pending status, also shown as a percentage of the total number of criminal screenings created during the selected date range.
    • Screenings consider: Show the number of complete SSN trace and criminal screenings with the Consider status. This information also appears as a percentage of the total number of criminal screenings created during the selected date range.
    • Screenings created by day: Show the number of criminal screenings created during the selected date range by day and by criminal screening type:
      • County criminal records
      • Sex offender registry
      • Federal criminal records
      • Federal district criminal
      • State criminal records
      • Global watchlist records
      • Municipal criminal records
      • National criminal database
    • Screenings status: Show the status of SSN trace and criminal screenings created during the selected date range both as a total and as a percentage of all criminal screenings created for the date range. The status can be Complete, Pending, or Suspended.
    • Complete screenings by day: Show the number of SSN trace and criminal screenings created during the selected date range that have completed by screening type and day created.
    • Pending screenings by day: Show the number of SSN trace and criminal screenings created during the selected date range that remain in Pending status by screening type and day created.
    • Criminal screenings outcomes: Show Clear or Consider outcomes for criminal screenings created during the selected date range by screening type.
    • Clear criminal screenings by day: Show the number of criminal screenings created per day with a Clear outcome by screening type.
    • Consider criminal screenings by day: Show the number of criminal screenings created per day with a Consider outcome by screening type.
    • Adverse media outcomes: Show Clear or Consider outcomes for adverse media searches created during the selected date range by screening type.
    • Clear adverse media by day: Show the number of adverse media searches created per day with a Clear outcome by screening type.
    • Consider adverse media by day: Show the number of adverse media searches created per day with a Consider outcome by screening type.

    SSN trace and criminal screenings turnaround time

    The SSN Trace and Criminal Screenings Turnaround Time section includes the charts below:

    • County Criminal Check TAT in hours: Map the average turnaround time for all criminal screenings by United States county. Average turnaround time has a scale from blue to red. Light blue indicates the shortest turnaround times, and bright red indicates closed counties or counties with TAT longer than 10 days. White indicates counties with no available data.
    • County TAT in hours: List the average turnaround time for criminal screenings by US counties.
    • Screenings TAT summary: List the minimum, average, median, 90th percentile, and maximum turnaround time (from screening creation to completion) for each screening type started during the selected date range.
    • Screenings TAT drilldown: List each report including an SSN trace or criminal screening created during the selected date range by report ID. List the SSN trace or criminal screenings that each report includes, the creation and completion timestamps, and the turnaround time in both days and hours.

    Motor vehicle records (MVR)

    The MVR tab shows motor vehicle records in reports from your account during the selected date range, their completion rate, and outcome. This tab also includes a map of all United States states color-coded for states' MVR search turnaround times.

    MVR volume

    The MVR Volume section includes the charts below: 

    • MVRs created: Show the total number of MVR screenings in reports for the selected date range, and the total number of MVRs completed for that set.
    • MVRs created by day: Show the total number of MVR screenings in reports for the selected date range by day.
    • MVR status: Show the current status (Complete, Pending, or Suspended) for all MVR screenings in reports created during the selected date range.
    • MVR status by day: Show the current status for all MVR screenings created during the selected date range by report creation date.
    • MVR outcome: Show the Clear or Consider outcome of all completed MVR screenings created during the selected date range.
    • MVR outcome by day: Show the Clear or Consider outcome of all completed MVR screenings created during the selected date range by report creation date.

    MVR turnaround time

    The MVR Turnaround Time section includes the charts below: 

    • State MVR TAT in hours and DMV closures: Map the average turnaround time for all MVR screenings by United States state. Average turnaround time has a scale from blue to red. Light blue indicates the shortest turnaround times, and bright red indicates closed counties or counties with TAT longer than 10 days. White indicates counties with no available data.
    • State TAT in hours and DMV closures: List the average turnaround time for MVR screenings by United States state, whether the state closed its DMV, how long ago, and why.
    • MVR TAT summary: List the minimum, average, median, 90th percentile, and maximum turnaround time (from screening creation to completion) for each MVR screening from the account.
    • MVR TAT drilldown: List each report that included an MVR screening created during the selected date range by report ID. List the MVR creation and completion timestamps, and the turnaround time in both days and hours.

    Health checks and verifications

    The Health Checks and Verifications tab shows health checks and employment and education verifications from your account's reports during the selected date range, their completion rate and turnaround times, and the report outcomes.

    Health Checks & Verifications volume

    The Health Checks & Verifications Volume section includes the charts below:

    • Drug checks created: Show the number of drug checks ordered during the selected date range and the number that completed.
    • Health checks created: Show the number of occupational health checks ordered during the selected date range and the number that completed.
    • Education created: Show the number of education verifications ordered during the selected date range and the number that completed.
    • Employment created: Show the number of employment verifications ordered during the selected date range and the number that completed.
    • Health checks and verifications created by day: Show the number of health checks and verifications created during the selected date range by day and by screening type: drug check, education verification, employment verification, or occupational health check.
    • Health checks and verifications status: Show the status of health checks and verifications created during the selected date range, both as a total and as a percentage of all similar screenings created for the date range. Status can be Complete, Pending, or Suspended.
    • Complete health checks and verifications by day: Show the number of health checks and verifications created during the selected date range and which ones completed by screening type and the day created.
    • Pending health checks and verifications by day: Show the number of health checks and verifications created during the selected date range that remain pending by screening type and day created.
    • Health checks and verifications outcome: Show the Clear or Consider outcome for health checks or verifications created during the selected date range by screening type.
    • Clear health checks and verifications by day: Show the number of health checks and verifications created per day with a Clear outcome by screening type.
    • Consider health checks and verifications by day: Show the number of health checks and verifications created per day with a Consider outcome by screening type.

    Health checks and verifications turnaround time

    The Health Checks & Verifications Turnaround Time section includes the charts below:

    • Health checks and verifications TAT summary: List the minimum, average, median, 90th percentile, and maximum turnaround time (from screening creation to completion) for each health check or verification started during the selected date range.
    • Health checks and verifications TAT drilldown: List each report including a health check or verification created during the selected date range by report ID. List the health check or verification on each report, the creation and completion timestamps, and the turnaround time in both days and hours.

    Continuous

    The Continuous tab shows how many candidates are enrolled and unenrolled in continuous subscriptions for the selected date range, the data sources that triggered reports for these candidates, and their adjudication results.

    Continuous checks

    The Continuous Check Overview section includes the charts below: 

    • Active continuous subscriptions: Show the total number of candidates enrolled in continuous subscriptions.
    • Continuous subscriptions enabled: Show the number of candidates enrolled in continuous subscriptions during the selected date range.
    • Continuous subscriptions disabled: Show the number of continuous checks disabled during the selected date range.
    • Enrollments by week: Show the number of continuous subscriptions enabled by week.
    • Unenrolled by week: Show the number of continuous subscription enrollments canceled during the selected date range. Enrollments can be canceled for one of two reasons:
      • The customer manually cancels enrollment.
      • The candidate has a report with the adjudication status of Post-adverse action.

    Reports

    The Continuous Reports section includes the charts below: 

    • Continuous report funnel: Show the transition of reports created during the selected date range through the continuous subscription process.
      • Reports created: Show the total number of continuous reports created within the specified date range.
      • Reports completed: Show the subset of reports created that completed during the specified date range.
      • Reports Consider: Show the subset of reports created that completed with a report status of Consider.
      • Reports Adverse Actioned: Show the subset of reports completed with the Consider status that had adverse action.
      • Unenrolled: Show the number of candidates unenrolled in continuous services either by the customer or because of a post-adverse action decision for that candidate.
    • Continuous data sources: Show the origin of data triggering a new report during the selected date range for candidates enrolled in Continuous Crim or Continuous MVR.

    Adjudication

    The Adjudication tab provides an overview of your adjudication systems for your account's reports  during the selected date range. These charts include an overview of reports created and adjudicated and details about specific adjudication tools: positive adjudication matrix (PAM), Assess, and MVR rules.

    Use these charts to determine the most common charges for your candidate groups and which ones most often result in adverse actions. You can then use this information to determine whether to adjust your Assess rules or your adjudication matrix to improve the adjudication process. You can also learn whether your team is evaluating candidates fairly and consistently in different locations.

    Report adjudication

    The Report Adjudication section includes the charts below: 

    • Reports completed: Show the number of reports created during the selected date range both as a raw number and as a percentage of reports created.
    • Reports adjudicated: Show the number of reports created during the selected date range that have been adjudicated as a raw number and as a percentage of reports completed. Adjudicated reports have a status of Engaged, Pre-adverse action, or Post-adverse action.
    • Reports unblocked by PAM or Assess: Show the number of reports created during the selected date range that PAM or Assess unblocked as a raw number and as a percentage of reports completed.
      • Reports that PAM "unblocked" means that PAM hides all reportable charges and the report has the Clear outcome. Reports that Assess "unblocked" means that the report outcome is Consider and the Assess label is Eligible.
    • Report funnel
      • Reports created: Show the total number of reports created during the selected date range. This number includes manually created reports and candidate-completed invitations.
      • Reports completed: Show the number of reports completed out of all reports created during the selected date range. Incomplete reports might be in progress, pending, or suspended.
      • Reports Engaged: Show the number of reports with an Eligible outcome and an Engaged adjudication decision.
    • Report lifecycle: Show the lifecycle of reports created during the selected date range, from creation through completion and adjudication.
    • Report lifecycle summary: List the number of reports created during the selected date range, shown by status (Complete or Pending), outcome (Clear or Consider), Assess decision (Eligible, Escalated, or no decision), and adjudication (if applied through the Checkr Dashboard or API).

    Criminal screening adjudication

    The Criminal Screening Adjudication section includes the charts below: 

    • Reports unblocked by PAM: Show the number of reports created during the selected date range for which PAM hid all reportable charges, resulting in a Clear report outcome.
    • Charges unblocked by PAM: Show reports created during the selected date range that PAM unblocked by screening, charge category and subcategory, charge type, and whether  the charge was dismissed.
    • Reports unblocked by Assess: Show the number of reports created during the selected date range with the Consider report outcome and the Assess label of Eligible.
    • Charges unblocked by Assess: Show reports created during the selected date range that Assess unblocked by screening, charge category and subcategory, and charge type.
    • Reports adverse actioned: Show the number of reports created during the selected date range that resulted in adverse action.
    • Charges on adverse actioned reports: Show all reported charges on reports that resulted in adverse action by screening, charge category and subcategory, and charge type.

    Assess

    The Assess Overview section includes the charts below: 

    • Assess start date: The date that the account started using Checkr Assess for reports
    • Reports in pre-Assess benchmark: The number of reports created in the 3 months before the Assess start date
    • Reports assessed in date range: The number of reports created in the selected date range that were completed and assessed

    Assess efficiency and fairness impact

    The Assess Efficiency and Fairness Impact section includes the charts below: 

    • Reduction in Consider reports requiring manual adjudication: Compare the number of Consider reports requiring manual adjudication for the 3 months before Assess and the selected date range. To calculate the percentage, subtract the rate before Assess from the rate after Assess and divide the result by the rate before Assess.
    • Reduction in adverse action rate of Consider reports: Compare the number of Consider reports resulting in an adverse action for the 3 months before Assess and the selected date range. To calculate the percentage, subtract the rate before Assess from the rate after Assess and divide the result by the rate before Assess.
    • Consider reports requiring manual adjudication: Show the percentage of Consider reports requiring manual adjudication for the 3 months before Assess and the selected date range.
    • Adverse action rate of Consider reports: Show the percentage of Consider reports resulting in adverse action for the 3 months before Assess and the selected date range.

    Assess TAT impact

    The Assess Turnaround Time Impact section includes the charts below: 

    • Reduction in average manual adjudication TAT: List the reduction in average adjudication turnaround times from the 3 months before Assess to the selected date range. Adjudication TAT is the time between a report’s completion and its first adjudication decision.
    Note

    If you upgrade a report, the turnaround time won't include adjudication that happened before the upgraded report completed.

    • Reduction in % of adjudication over overall TAT: Show the percentage reduction in overall turnaround time from the 3 months before Assess to the selected date range.
    • Average manual adjudication TAT: Show the average number of hours from report completion to manual adjudication for the 3 months before Assess and the selected date range.
    • % of adjudication over overall TAT saved: Show the percentage of reports’ turnaround time (from report creation to adjudication) required for adjudication for both the 3 months before Assess and the selected date range.

    MVR adjudication

    The MVR Adjudication section includes the charts below: 

    • Reports with failed MVR rule: List the number of reports created during the selected date range that included an MVR screening that caused a Consider outcome.
    • MVR rules applied: List the total numbers of reports created during the selected date range for each rule applied, and the MVR’s screening status (Complete or Suspended) and outcome (Consider or not available).

    Continuous check adjudication

    The Continuous Check Adjudication section provides the Reports Adverse Actioned chart. This chart lists the number of reports created during the selected date range that resulted in adverse action because of a Continuous Check report. The information appears both as a raw number and as the percentage of reports completed.

    Manual adjudication

    The Manual Adjudication section includes the charts below: 

    • Reports manually adjudicated: List the number of reports that your team manually adjudicated, or set to Engaged, Pre-adverse action, or Post-adverse action through the Checkr Dashboard.
    • Report volume and average TAT by adjudicator: Show each adjudicator's number of processed reports and the average turnaround time.
    • Pre-adverse action rate by adjudicator: Show each adjudicator's percentage of reports resulting in adverse action.
  • Account Hierarchy > Account settings

    Read More
    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

     

    The Account settings page allows admins to manage their Checkr account and individual users to manage their account settings. Use this page to:

    Note

    You might see options that differ from those on this page depending on your Checkr user permissions. If you can't access an option you need, contact your Checkr Customer Success representative.

    Settings

    Use the Account settings > Settings tab to edit account settings for your organization and select email notification preferences at the user level.

    Enter your company information

    Checkr populates the fields below while enabling your account"

    • Company name: This name appears in any candidate-facing emails issued from this account, as well as in the Candidate Portal for your candidates.
    • URI name: This slug will be used in the links for your Candidates page.
    • Account logo: This image appears in candidate-facing emails.

    Define email addresses for notifications

    As part of the background check process, Checkr issues multiple email notifications to candidates. Use the Account settings section to define these email addresses.

    Note

    Email addresses must link to your company and can link to a shared email account so that multiple people within your company can monitor and respond to these requests and replies.

    Enter an address for the following fields:

    • Support phone: Enter the phone number that candidates can use to contact you to submit evidence of rehabilitation or other context during the adverse action process.
    • Support email: Enter the address for candidates to use to contact you to submit evidence of rehabilitation or other context during the adverse action process.
    • Billing email: Enter the address that Checkr will use to contact you about invoices and other billing communications.
    • Adverse action email: Enter the address that will send pre- and post-adverse action notices on your behalf to candidates. This address receives the undeliverable notices if an adverse action notice is undeliverable to a candidate, which happens if their email account has expired or the email address on file is inaccurate.
    • Technical contact email: If your company uses the Checkr APIs for integration, enter your primary person to contact for technical communications. Checkr uses this email address to contact you about important issues or updates to the Checkr APIs.
    • Compliance contact email: Enter the primary person to communicate with Checkr about compliance issues or updates. Checkr uses this email address to send updates to candidate disputes or notifications of changes to background check reports.

    Adverse action fallback

    If your adverse action email address is invalid, Checkr will try to notify you using the following sequence of email addresses in the Account settings tab.

    1. User email for the account that initiated the adverse action
    2. Adverse action email
    3. Support email
    4. Billing email
    5. Technical contact email

    If no email address exists at the account level, the email notifying your company that the adverse action email is undeliverable will be sent to the listed email address for all users on the Checkr account with admin permission level or above. 

    Set notification preferences

    Use the Notifications section in the Account settings tab to select the content and frequency of your automated email notifications. This section of the page is available to all users of your Checkr account.

    The following notifications are available:

    • All report updates: Receive an email for any changes to report status.
    • Report created: Receive an email each time a new background report is created.
    • Report clear: Receive an email when a report completes with a Clear status.
    • Report consider: Receive an email when a report completes with a Consider status, indicating that the report has something for you to review.
    • Report suspended: Receive an email when a report is suspended, meaning that Checkr contacted the candidate to provide additional information but the candidate hasn't responded yet.
    • Report canceled: Receive an email when a report is canceled, meaning that all screenings in the report were canceled.
    • Report disputed: Receive an email when a report is disputed, meaning a candidate has contacted Checkr to contest the report's accuracy. Checkr initiates a re-investigation for these candidates. At least 1 user must be subscribed at all times to receive these notices.
    • All candidate updates: Receive an email when a candidate invitation is sent or expires.
    • Candidate invitation expired: Receive an email when an invitation has expired because the candidate didn't complete the process within 7 days or the customer-specified period.
    • Candidate invitation sent: Receive an email every time an invitation is sent to a candidate.
    • All Candidate Stories: Receive an email every time a candidate story is submitted.
    • Candidate stories submitted pre/post AA: Receive an email if a candidate story is submitted before an adverse action is initiated, or after the pre-adverse action notice has been sent.

    Customers with the Assess feature have the additional options below:

    • All report assessment updates: Receive an email for all changes to any report assessment.
    • Report assessment Eligible: Receive an email when a report assessment changes to Eligible.
    • Report assessment Review: Receive an email when a report assessment changes to Review.
    • Report assessment Escalated: Receive an email when a report assessment changes to Escalated.
    • Report assessments (daily digest): Receive a daily email itemizing all changes to report assessments.

    Users

    Use the Users tab to view, edit, manage, or delete existing users, or to invite new users to your Checkr account.

    Note

    Best practices suggest that you maintain at least 2 admin accounts for your organization. If there is only 1 admin account and that person leaves your company unexpectedly, no one will be able to access the Checkr Dashboard and manage your account.

    If the account has no admin, contact Checkr Customer Success to create one. 

    Invite new users

    To add a user, enter their email address in the Enter email field and click Add user. Checkr sends an invitation to the user to confirm the new account creation and set up a password.

    Note

    Checkr can't add users to your account. To protect against unexpected changes within your company, create multiple admin users for the account.

    Assign roles to users

    Click Edit in the Roles column to assign roles to your users and grant them permissions within the Checkr Dashboard.

    Individual users can have multiple roles, such as adjudicator and requester.

    Available user roles

    • Limited user: This user role can access the candidates list but can't access candidate or report details. All new users on an account automatically have this role.
    • Requester: This user role can access, send, monitor, and cancel invitations to initiate background checks. This role can add a screening to an existing package. Requesters can see the status of reports in the Candidates page but not the results of completed reports. Requesters can also access candidate documents and exceptions but not completed report details. Assign this role to recruiters who initiate background checks.
    • Adjudicator: This user role can access candidate and report details. This role can adjudicate reports, engage candidates, and send pre-adverse action notices to candidates. Assign this role to adjudication staff.
    • Restricted admin: This user role is available for Account Hierarchy-enabled accounts only. This role has all permissions of adjudicators and requesters for candidates in their Account Hierarchy node. This role can invite users to the account, add screenings, save packages, and assign non-admin user roles. This role can also view invoices and change developer settings. This role can't update billing or settings. Assign this role to administrators for sub-nodes on your account.
    • Admin: This user role has full access to all functionality in the Checkr Dashboard. Admins can update account settings (including billing information), add screenings, save packages, and assign all roles to any users in the account. Admins aren't restricted by the nodes assigned to them. Limit this role to core members of your team.
    Note

    For security purposes, Checkr can't adjust user permissions. Contact your team's admin to edit or add user roles for an account. By default, the first user on an account will always be an admin.

    Assign nodes to users

    Assign nodes to users to restrict their access to reports included in that node. Use this feature to streamline and manage your users’ account access. For example, nodes can be used to limit readable personally identifiable information (PII) for specific users, manage adjudication loads across multiple groups, or define access to candidate data.

    Note

    This option is available only for those accounts with node-based restriction enabled. Work with your Checkr Customer Success agent to enable this for your account.

    To use nodes to restrict user permissions, use the steps below:

    1. Select Assign Nodes from the menu.
    2. Use the options to select nodes to assign to or un-assign from the user.
    3. Review your selection, and click Yes to confirm.

    For more information, refer to Assign nodes to packages in the Packages page of the User Guide. 

    Delete users

    To delete existing users from your account, click the red trash icon next to their name. Checkr issues a confirmation and then deletes the user from your account.

    Unlock user accounts

    Users with too many failed login attempts will be locked out of their accounts. To send a user a password-reset email, click Unlock User from the menu next to their name.

    Single Sign On (SSO)

    Use the Checkr Dashboard to find and update your SSO settings. Log in to your account as a user with the Checkr admin role. Then, go to Account settings > Single Sign On.

    Copy your Checkr information into your IdP SAML config

    Paste the listed values into your IdP endpoint setup.

    • Strategy: SAML
    • Single Sign On URL: Paste in the ACS URL field in your IdP’s SAML config. 
    • Audience: Paste in the SP Entity ID field in your IdP’s SAML config. 
    • Attributes: `email` Configure your IdP to send the email address for a user as the SAML Subject. (If you are setting up SP-initiated SSO, you must make sure that all emails sent via this attribute match the domain specified on the Checkr Dashboard under Email Domain.) 
    • Subject:NameID: Your IdP’s UUID or GUID.

    Copy your SAML information into your Checkr setup

    Use the following section to enter the required information.

    • Sign in URL: The IdP callback endpoint (IdP URL) from your IdP platform’s SAML configuration. (Required for both IdP-initiated and SP-initiated SSO.) 
    • Email domain: Enter your email domain. All traffic within Checkr for users with this email domain will be directed to your SSO endpoint. This setting disables Checkr direct login. (Required only for Service Provider initiated SSO.) 
      • Important

        Enabling this forces SP-Initiated SSO. Make sure that you’ve tested IdP-initiated SSO and make sure you meet the criteria to enable SP-enabled SSO before enabling!

    • Signing certificate: Click Choose File to upload a signing certificate from your SAML provider to your Checkr account. Your IdP will use this public certificate to sign the assertion. (Your IdP Public Key (IdP Certificate) from your IdP platform’s SAML configuration.)

    Developer settings

    The Developer settings page provides access to your account’s API keys and webhooks. API keys are used to enable API access to the Checkr service for customized interfaces. Webhooks provide account-level webhooks to which any Checkr-generated events will be posted.

    API and webhook logs appear in the Logs section of the Checkr Dashboard.

    For more information about webhooks, refer to the Checkr API Guide

    API Keys

    The API Keys pane lists all active API keys for the account:

    • Click Show key to see the selected key in plain text.
    • Click Expire key to set an expiration date for the selected key.
    • Click Create new key to create new Live Secrets, Test Secrets, Live Publishable Tokens, or Test Publishable Tokens.

    By default, customers are provided test API keys when their account is created. You will not gain access to production keys until Checkr credentials your account for production API access. Once your account is credentialed, go to Account settings > Developer settings to create and manage your API keys.

    Use Test Secrets and Tokens while testing your integration. Test API calls are free, and will return fake data. When you’re ready, work with Checkr Customer Success to generate production Secrets and Tokens, and go live with your integration.

    Account Webhooks

    Use account webhooks to receive updates on objects created with the API. You must create webhook endpoints and add them in the Checkr dashboard to get status updates. You can create 2 endpoints within the test, and 2 within the live environment.

    Attempts to create more than 2 endpoints within either environment will result in a "Quota limit exceeded" error.

    For more information, refer to Webhooks in the Checkr API documentation.

    The Account Webhooks section lists existing and allows you to create new webhooks.

    To add a new webhook for your account, use the steps below:

    1. Enter a URL.
    • HTTP, HTTPS, and AWS SNS schemes are supported.
    • HTTP can be added only for Test environment webhooks.
    • HTTP and HTTPS endpoints must be publicly accessible.
    • AWS SNS endpoint must follow the format:
      `sns://<key_id>:<access_key>@<region>/<topic_owner>/<topic_name>`
    1. Select an environment: Live or Test.
    2. Choose to Include related object in payload, if desired.
    3. Click +Add to create the new webhook.

    To acknowledge receipt of a webhook, your endpoint should return a 2xx HTTP status code. Any other information returned in the response headers or response body is ignored.

    If a webhook is not successfully received for any reason, Checkr will continue trying to send it every minute for 10 minutes, then every hour for 24 hours.

    Monitor webhook logs in the Logs page, under the Webhook Logs tab.

    Note

    These account-level webhooks aren't meant to be used for existing partner or OAuth integrations. To update webhook URLs for a partner integration, contact Checkr Customer Success.

    Once webhooks are created, subscribe to the updates you wish to receive. For more information on available subscriptions, please see Webhooks in the Checkr API documentation.

    Integrations

    Use the Integrations page to view and manage your partner integrations.

    Partner integrations you enabled for your account appear on this tab. To disable the integration for your account, click Turn off. Contact your Checkr Customer Success Manager for more information.

    Create brands

    Brands allow you to customize candidate messaging by node. Creating a brand and assigning it to a node in your hierarchy will apply that brand’s logo and URL to any emails issued to candidates associated with that node. This branding will also appear on the apply-flow screens for these candidates.

    This allows you to provide a candidate experience that more clearly reflects their specific application.
    When issuing invitations to candidates from an Account Hierarchy-enabled account, the selected node’s brand will be used both for the email and for the apply flow screens. If the node does not have a brand associated with it, then the account’s hierarchy tree will be traversed upwards until a node with an assigned brand is found. If there are no nodes assigned to a brand, then the top level account fields will be used.

    Map brands to your hierarchy’s nodes. Accounts can have multiple brands.

    Once created and assigned nodes, brands will automatically be applied to any candidate invitations issuing from your account.

    Create a brand

    Use the Account settings > Brands tab to create brands for your account.

    To create a brand, use the steps below:

    1. Enter a name.
    2. Enter the website for the brand.
    3. Upload a logo, and click Add brand. (Checkr accepts all file types, and suggests a minimum size of 160x160pixels.)

    Your brand will be created and added to the Manage brands panel at the bottom of the page.

    Note

    While name is the only required field for a brand, brands without websites or logos won't appear in your candidate communications.

    Assign nodes to brands

    Assign nodes to brands to customize candidate communications by nodes in your account.

    To assign a node to a brand, use the steps below:

    1. From the Manage brands list, click Assign nodes.
    2. Use the window that opens to select nodes for your brand, and click Save.
    3. Confirm your selection, and the node will be assigned to the brand.

    Account Hierarchy

    The Account Hierarchy page allows customers with simple account structures (fewer than 150 nodes) to create and manage their account hierarchy.

    Note

    Hierarchies that include nodes with parent-child relationships won't appear in the dashboard.

    Add nodes to your account

    Nodes are individual entities within your Checkr account. Nodes can be assigned to packages, PAM, brands, and users inside of the Checkr Dashboard.

    Nodes can be used to assign account objects and restrict users. This model can be used to match your company's hierarchy (a node = an office) or more abstractly (a node = a position). Node IDs are defined by the user, so the associations made inside of Checkr (such as assigning a node to a package) are kept even when the hierarchy changes. This provides a highly flexible means of integrating Checkr into your existing hierarchies and operations.

    Use nodes to structure your account into multiple individual working units, which represent your business with respect to your hiring and background check needs.

    Once defined, nodes may be used to manage the relationship of your packages and other account settings to users and candidates within your account. Once defined, use the Checkr Dashboard to assign nodes to users, packages, your adjudication matrix, and other aspects of your Checkr account.

    Note

    After you submit a hierarchy, you must maintain at least one node on your account. You can edit a single remaining node in your account hierarchy, but you can't delete it.

    To add nodes, use the steps below:

    1. Click Add Row.
    2. Enter a name and a custom ID for the node.
    3. Select a tier (your custom label for this level in your hierarchy).
    4. Select a parent node. If no parent is selected, the node will be placed at the top level of your hierarchy.
    5. Click Submit Hierarchy. 
  • Account Hierarchy > Payment & billing

    Read More

    The Payment & billing page allows admins to open or download Checkr-issued invoices for your organization. Admins can also download a copy of your account's W-9.

    This article has the sections below:

    Payment

    In the Payment tab, you can add or edit payment information. The payment method can be either a bank account or credit card, and you can add one of each.

    Add bank account information

    Checkr can process invoices through a linked banking account, called an Automated Clearing House (ACH) account. To allow Checkr to process invoices through a bank account, enter the information below:

    • Account holder’s name
    • Routing number
    • Account number

    After your account information saves, your bank account will show 2 microdeposits in 2-4 business days. To verify your bank account, enter both deposit amounts in the Payment tab. Checkr can process payments only for verified bank accounts.

    Add credit card information

    To allow Checkr to process invoices through a linked credit card, enter the information below:

    • Credit card holder’s name
    • Card number
    • Security code
    • Expiration date

    Invoices

    You can use the Invoices tab to do the tasks below:

    • Quickly review past invoices and their payment status.
    • Download a CSV file of the invoice's specific charges.

    The Invoices tab has the columns below:

    • Month: Find the month that Checkr issued the invoice.
    • Amount: Find the total for the invoice.
    • Reports: Download the invoice's report_usage.csv file. This file shows the report, candidate, screening, and invoice fee.
    • Invoice: Download a PDF for the invoice.
    • Status: Find whether the listed invoice is currently pending or paid.

    If your account has Account Hierarchy enabled, invoices show two additional columns:

    • Cost center: Find the name of the node associated with the background check.
    • Hierarchy: List the cost center's parent, its parent’s parent, and so on to a root node.

    For more information about invoice charges and timing, refer to a resource below:

    Documents

    The Documents tab has two download links:

    • Checkr's W-9 form: PDF of Checkr's most recent W-9 for tax purposes
    • Checkr Customer Payment Information: PDF of Checkr's ACH information
  • Account Hierarchy > Screenings settings

    Read More
    connection.png Please note: These Account Hierarchy User Guides are for our customers who have Account Hierarchy Management enabled. If your account is not yet using this feature, please refer to our Checkr Dashboard User Guides.

     

    The Screenings settings page allows you to define and manage your adjudication matrix. Use this page to:

     

    Adjudication matrix

    Checkr’s adjudication matrix allows you to finely tune your team’s adjudication process by displaying only charges relevant to your hiring standards in completed reports.

    By default, Checkr reports show all charges for the candidate, including dismissed and ancient charges. Charges that appear cause the report to have a Consider status, even if those charges are irrelevant to your hiring practices. Use the adjudication matrix to filter out charges that aren't under consideration in your hiring process so that your adjudicators can focus on only reports that genuinely require consideration.

    Most companies’ hiring divisions will have a background check adjudication matrix in place, either explicitly or implicitly through their hiring practices. Check with your HR department to determine whether these rules exist. If so, your adjudication practices can easily transfer to the Checkr adjudication matrix to standardize your adjudication process. If not, work with your legal department to define rules for use in the Checkr Dashboard.

    Assigning nodes to your adjudication matrix simplifies the background check process and reduces errors.

    Note

    Adjudication matrix filters apply only to National Criminal Checks, County Criminal Checks, and State Criminal Checks.

    For more information, refer to Positive Adjudication Matrix: Reduce bias and increase efficiency in the Checkr Help Center.

    Enable the matrix

    The adjudication matrix must be enabled before use. After the matrix is enabled, use it to define which charges will be filtered from your background checks.

    To enable the matrix, first contact Checkr Customer Success to enable it for your account. Then, go to Screenings settings > Adjudication Matrix, and click Get Started in the dialog that appears.

    After the matrix is enabled, you can click Edit to configure it, or click PDF to download a PDF of your customized configuration to share with others on your team.

    Define an adjudication matrix

    The adjudication matrix allows you to define which reportable records appear in your Checkr Dashboard. By default, Checkr shows all legally reportable offenses returned by your packages. These results includes all discovered records from package’s screenings search parameters and legally defined timeframe.

    Note

    Staffing companies with multiple clients, or companies who adjudicate different role types with different criteria can assign nodes to adjudication matrices to set different adjudication filters for each client or role.

    Go to Screenings settings > Adjudication Matrix, and click Add new matrix to create an adjudication matrix for your account.

    Hover over a charge type for its definition.

    Show dismissed

    Checkr allows you to define whether dismissed charges appear, both by category and by individual charges.

    By default, this option is deselected for all categories and Checkr won't report dismissed charges in any background report. This option is disabled by default to better promote fairness when considering background checks. Although it is legal in most jurisdictions to report dismissed records, in most cases adverse actions and hiring decisions should not be based on these records.

    To show dismissed records, select the Show dismissed option for the category or for individual record types.

    Misdemeanors versus felonies

    For better individualized assessment, the adjudication matrix allows you to set different reporting standards for misdemeanors (including less-serious offenses) and felonies.

    Use the menus to define which charges Checkr background checks will include:

    • Show dismissed: Show dismissed records for the selected charge.
    • Report none: Hide all instances of this charge type. Use this option to hide minor infractions or violations that are irrelevant to job duties and wouldn't prevent you from engaging with a candidate.
    • Last [x] years: Show the offense if the final disposition date is within the defined number of years.
    • Report all: Show all offenses within your package’s scope that Checkr is legally allowed to report.

    After customizing your adjudication matrix, click Save to return to the adjudication matrix overview page.

    Review audit history

    Checkr also provides a complete audit history of all changes made to the adjudication matrix. To review changes, scroll to the bottom of the page and click the Edited by user at timestamp link to show all revision history.

    Assign nodes to the matrix

    To manage the adjudication matrix available to the individual nodes in your account, you can assign nodes to matrices. When processing reports, Checkr uses the first adjudication matrix it encounters when moving from the report’s assigned node up its parent chain. 

    Multiple nodes can be assigned to each matrix, but only one matrix can be associated with each node. To assign nodes to a matrix, use the steps below:

    1. Click Assign Nodes.
    2. Select the nodes you want to use for the selected matrix.
    3. Click Save, confirm your changes, and click Close to make changes.

    For more information, refer to Assign nodes to packages in the Packages page of the User Guide.

    Display filtered records

    Use the checkbox on the Screenings settings page to define whether a separate section of the report shows records that the adjudication matrix filtered out. This option allows you to streamline the adjudication process while maintaining a complete report record and applies to all reports for all nodes assigned to you.